Business

Dining

Events

What is the minimum number of guests required to book meeting spaces at Epsom Downs Racecourse?

All meeting spaces require a minimum of 30 people to book. This applies to both conference bookings and banqueting events, so groups smaller than 30 cannot be accommodated.

What does the Day Delegate Rate cost and what is included?

The Day Delegate Rate starts from £53 per person plus VAT. This includes main suite hire for the day, arrival tea and coffee with pastries and fresh fruit, mid-morning refreshments, finger buffet lunch, mid-afternoon tea and coffee, projector and screen, flipchart and pens, complimentary Wi-Fi, free car parking, and a dedicated event manager.

Can I bring my own caterer or use external catering for events?

The venue does not operate on a pure dry hire basis and external catering is not normally allowed on site. You must use one of their contracted preferred caterers who will quote for both room hire and catering as part of their package, and you need to organize show rounds directly with your chosen caterer.

What are the capacity limits for different event spaces and layouts?

The Diomed suite can accommodate up to 500 people in theatre style and up to 224 people in cabaret style. The Oaks Hall can accommodate up to 50 stalls for exhibitions, while smaller spaces like the Downs View suite holds 60 people in cabaret and the Gallops suite holds 48 people in cabaret.

What are the room hire costs for breakout spaces and additional rooms?

Breakout room hire varies by space: Downs View suite costs £1,800 (often discounted to £1,000), Gallops suite costs £1,400 (often discounted to £800), and Double Box costs £600 (often discounted to £300). The mezzanine area has a room hire fee of £1,000 excluding VAT.

What AV equipment is included and what are the costs for additional equipment?

Basic AV includes a projector, screen, and built-in PA system at no extra charge. Additional equipment costs are: lectern and microphone £90, standalone microphone £70, and medium stage £350 (all prices excluding VAT).

What are the kitchen facilities and catering limitations for large events?

The kitchen facilities in the largest halls cannot service events requiring 500+ seated guests or accommodate 700+ total guests. For events of this scale, the venue's catering capacity becomes a limiting factor and alternative arrangements would be needed.

Are there minimum guest requirements for banqueting events specifically?

Yes, banqueting bookings require a minimum of 50 people to book. This is separate from the general 30-person minimum for meeting spaces and applies specifically to dining events.

What contact information should I use for bookings and what are the sales team's working days?

Contact Victoria Labaziewicz, Conference & Events Sales Executive, at +44 (0) 1372463072, or Vicky Stevens, National Sales Manager, at +44 (0) 1372461218. Vicky Stevens works Monday, Tuesday, Thursday, and Friday only.

What spaces are available for exhibitions and what are the setup requirements?

The Oaks Hall can accommodate up to 50 business stalls for exhibitions with table-top displays and stand banners. For larger exhibitions requiring 75 suppliers, the venue may not have sufficient space, as indicated by capacity limitations for events of that scale.